⏱ Estimated time: 5 minutes
👤 Role: Inventory Manager, Stock Controller, System Administrator
How to define and create physical or logical stock rooms.
How to link specific sales channels and tills to a stock location.
How to update or deactivate existing locations to maintain inventory accuracy.
This process is essential if your property has multiple storage areas (e.g., a main warehouse vs. a front-desk cupboard).
Key Logic: Stock locations allow the system to track exactly where items are held. By assigning sales channels or tills to a specific location, the EMS can automatically "deduct" stock from the correct room when a sale is made, preventing discrepancies between your physical shelf and your digital records.
Confirm you have the names of all physical stock areas.
Identify which Tills or Sales Channels (e.g., Online Store, Reception Desk) should pull inventory from which location.
Ensure you have administrative permissions within the Settings module.
Log into the EMS and navigate to the Settings menu. Under the Retail header, select Stock Locations.
Click the + Add New button. This will open a configuration form to define your new storage area.
Fill in the following fields:
Name: Be specific (e.g., Spa Ground Floor or Main Reception Stock Room) to avoid confusion during stocktakes.
Site: If you operate a multi-site business, select the specific property this location belongs to. Note: You must create a unique location for each individual site.
Description (Optional): Add any notes regarding access levels or specific storage conditions.
Tick the boxes for the Sales Channels and Tills that will draw stock from this room.
Key Logic: If a Till is assigned to a specific location, every time a product is scanned at that Till, the system automatically reduces the stock count for that specific room rather than the general property pool.
Review your selections and click Save or Create. Your new location is now live and ready for inventory assignment.
To adjust settings or remove a location, return to the Stock Locations menu and click on the desired entry.
Important Notice: If you are marking a location as Inactive, you must first ensure that all stock levels are transferred to another location or written off. The system will not allow you to deactivate a location that still has active product quantities assigned to it.
Naming Conventions: Use clear, geographical names so staff performing stock counts can easily identify which room they should be in.
Regular Audits: If you change your till layout or move a physical desk, remember to update the Sales Channel mapping in this menu immediately to ensure your "Auto-Deduct" logic remains accurate.